Cheat Sheets

ILS Selection


1 June 2015

Why have an Integrated Library System (ILS)?

Most libraries now automate the functions of acquisitions, serial
check in, cataloguing, and circulation. The advantage in having
*integrated* system is that work done at any one of these stages of
materials being added to the collection, carries over to other stages.
The cost and labour savings of not having to repeat the same tasks at
each step is considerable. Having an integrated system with one
master record also allows maintenance work, e.g. added copies and
volumes, removing copies and titles, recording items as missing, can
be decentralized. A good ILS will also assist in such tasks as
statistics gathering for reports.

There is a freeware ILS: http://www.koha.org/

Questions to ask an ILS vendor from a cataloguing perspective:

At the TOP of the list is, can this ILS load and download full MARC?
While almost all systems can load MARC of course, it is astounding how
many can't download MARC when time come for system migrations. We have
libraries coming crying to us when their downloaded records have all 1XX
and 7XX as concatenated as "Author".

Second would be, how hard wired and adjustable is the OPAC display?
Visit Yee's recommendations for display of search results and records:


To her suggestions I would add the ability to return subject search
results in inverse chronological order, and the ability to be taken to a
browse list when there is not direct match for any search. Some feel
her suggestion for numbered hit lists is out-of-date.

Does the cataloguing module have macros, or may macro software such
as KeyExpress be used? It is important that MARC tag and content may
be entered with one keystroke.

May OPAC labels be changed or eliminated when a lawyer hits the roof
over a criminal defendant being labeled "Author"?

In terms of search keys, basic are author, title, subject, classed
and keyword. How are genre headings handled? Are genre terms in
the subject search and/or could it be a separate search (perhaps
indexing MARC 655, 245$h, and 6XX$v or their Bibframe equivalents)?
How are series handled (included in Title (440, 830) and Author
(800, 810, 811) searches? Can they also be a separate search? Are
440$t, 505$t, 7XX$t, and 8XX$t included in the title search? Is 240
included in the title search (the first indicator which allowed you to
determine this is obsolete)?

May authorities be loaded and searched? Will changing an authority
automatically change that heading in all bibliographic records? Failing
that, is global change of records possible, e.g., may "Afro-American" be
replaced by "African American" in all 650 headings with one command?

May mapping be adjusted? The mapping we suggest to our customers is as

Unless otherwise noted, map to the named OPAC field given beside the
field number. Where no subfields are given, map all. There are no
standards for these labels, so the names in software systems vary. Some
software will allow you to change the names.

[A strong case can be made for suppressing the labels, and displaying
the bibliographic information in ISBD order with ISBD punctuation, like
unit catalogue card. This creates more space of bibliographic
information. The labels are often misleading. A 100 labeled Author may
be a composer, or a criminal defendant, for example. A 700 labeled
Added author may be a translator, an illustrator, and editor, or even a
Festschrift honouree.]

Most fields which are not mapped may simply be left in the record. The
only fields which should be deleted are those which apply to a particular
copy in a record acquired from an individual library's catalogue.

*means the field is indexed

001 Record sequence number*
This is a local field supplied by your software. The previous 001 may be
moved to 035, unless it is the same as the 010. 035 is usually not
mapped nor indexed.

010 LCCN*

020 ISBN*

022 ISSN*

050 LCC and 082 DDC
Most do not map these, but some map them to "Knowledge numbers" for class

090$a Local call number*
This field varies; some libraries use a different 09X, or a number in
the 8XX or 9XX range.

100 Personal author*

110 Corporate author*

111 Conference*
100, 110, and 111 are usually combined in a "Author" search, along with
700, 710, 711, 800, 810, and 811.

130 Uniform title* (as main entry)

240 Uniform title* (as filing title after 1XX)

245$a Title* $b subtitle $h[general material designation] $n number
$p Part
Map to "Title".

245$c Statement of responsibility

246 Alternate title*
When 1st indicator is 1, good systems display a note and vary the name
of this field based on the 246 2nd indicator: 4 = Cover title, 5 = Added
title page title, 6 = Caption title, 7 = Running title, 8 = Spine title.
Other sources of title are recorded in $i before the title in $a, with
1st indicator 1. The 246 should be indexed by the title search along
with 130, 240, 245, 730, and 740. Many libraries include 505$t, 7XX$t,
8XX$t, 780$t, 785$t, 440, 830, and 840 in the title search.

247 Previous title.*
May be found in older records for serials entered under most recent
title. Used in current records for loose-leaf services and websites
which have changed title. Map to "Title".

250 $a Edition $b Statement of responsibility for edition

[Between 250 and 260 there are some media specific fields: 254 music, 255
maps, 256 computer files; if you have those media, those fields should
be mapped to "Media specific information". See also 362.]

260 in older AACR2 records: $a Place $b Publisher $c Date $e Place $f Manufacturer $g Date
Some map these to different named fields, others to one called
"Publishing information" or "Imprint".

Beginning September 1, 2002, it was possible to have multiple imprints,
with original publisher having 1st indicator blank, intermediate
publisher having first indicator 2, and current or last publisher having
1st indicator 3. Vendors should develop the ability for libraries to
determine in which order they appear. Subfield $3 (entered before $a)
gives the dates covered by that imprint.

RDA instroduced 264 1 publisher, 264 2 distributor, 264 3 manufactuer,
and 264 4 copyright date.

300 Collation $a Extent and smd $b Illustration, etc. $c Size $e
Accompanying material
Since 300$a may contain pagings, volumes, or other extent, as well as
specific material designation, it is probably best not to break this
field up with labels for its parts.

336-338 RDA media terms. In the absence of icons, [338 : 336] should
be displayed at head of other data, 338 first because it most often matches
the earlier GMD.

34X often duplicate data in other fields such as 538.

362 Serial numbering/dates; usually printed between 25X and 260 on

410 Old from of corporate series entry. Cf. 810.

440 $a Series* $v numbering (not in current records)

490 $a Series statement $v numbering
Some libraries do index 490 0 (not traced), but not 490 1 (traced
differently in 8XX) because that form might conflict with a cross

[All 5XX fields may simply be mapped to "Notes". Some prefer to break
out some notes with their own labels as follows. The list is not
exhaustive. Those marked "+" are more likely to be separately mapped.]

500 Note

501 With+

502 Thesis note

503 Bibliographic history (not in current records)

505 Contents+
Some newer 505 notes have subfields, e.g., $t for title, which could be
mapped to the title index; the $t would need to be after any initial
article for this to be effective. Some systems follow the 1st
indicator for a print constant: 0 = Contents, 1 = Incomplete contents, 2
= Partial contents.

506 Restrictions on access
Some restrictions also in 540.

507 Map scale

508 Production notes

510 Indexing

511 Performers

515 Numbering peculiarities

518 Date, time and place of event

520 Summary+

521 Target audience

525 How supplemented

530 Other physical forms

536 Funding information

538 Systems details+

546 Language of text

550 Issuing body

555 Cumulative index

580 Relation to other publications

[All 6XX fields have a second indicator for the type of subject heading:
0 = LCSH, 1 = LC Children's, 2 = Mesh, 3 = NAL, 4 = Local, 5 = NLC, 6 =
NLC French, 7 = Other (with source in $2), 8 = Local French, 9 = RVM.
You should map only the one(s) you want, or if that can't be done, delete
those you don't want. All subfields except $2 should be mapped, in the
order in which they appear. In some OPAC software, the repeating field
to be used for 6XX headings is called DESC or Descriptor rather than

Not all these subfields appear in each 6XX, but if they must be
individually listed, it is simplest to list all for each. Remember for
600, 610, and 611 you may have an author/title subject heading, so you
may wish to also index $t and subsequent fields as subject titles.


600 Personal subject*

610 Corporate subject*

611 Conference subject*

630 Title subject*

650 Subject*

651 Geographic subject*

655 Genre heading* (still usually mapped to Subject index, but intended
for a possible future genre index, which might also include 6xx$v)

All the subdivisions listed for 6XX except $v should also be mapped for
7XX. 700, 710, 711, 780, and 785. These may be author/title entries;
you may wish to map $t and subsequent fields to the title index as well.

700 Personal added author*

710 Corporate added author*

711 Conference added entry*

730 Uniform title*

740 Added title*
Used for related and analytical titles.

780$t Former title*
If 1st indicator is 0, this should also produce a note based on 2nd
indicator: 0 = Continues, 1 = Continues in part, 2 = Supersedes, 3 =
Supersedes in part, 5 = Absorbed, 7 = Separated from.

785$t Succeeding title*
If lst indicator is 0, this should also produce a note based on
2nd indicator: 0 = Continued by, 1 = Continued in part by, 2 =
Superseded in part by, 4 = Absorbed by, 5 = Absorbed in part by, 8 =
Changed back to.

800 Personal series* $a Author $t Title $x ISSN $v number

810 Corporate series* $a Corporate author $t Title $x ISSN $v
number. Map and index 410 and 810 as Series; 410$a and 810$a as Author;
410 and 810$t as Title.

830 Series* $a Title $x ISSN $v number

840 Series* $a Title $x ISSN $v number (Not in current records)

Now with RDA, consider provisions RDA will require, e.g.:

-Global change again, with "O.T." and "N.T." to remove or spell out
and possibly ""Dept." to spell out, etc.

-Will entry points with and without $e interfile or create split files?